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Job Description
Responsibilities
- Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
- Attend meetings and keep minutes
- Receive and screen phone calls and redirect them when appropriate Creating memos, reports and agendas as needed .
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Make travel arrangements for executives
- Handle confidential documents ensuring they remain secure
- Prepare invoices or financial statements and provide assistance in bookkeeping
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Conduct research and prepare presentations or reports as assigned
- Greeting visitors and directing them to the appropriate place
- Managing multiple or complex calendars for meetings, travel and personal commitments
- Making travel arrangements for in-office professionals and a special visitors
- Negotiating with suppliers and vendors to gather quotes, order supplies and maintain office inventory
- Preparing financial statements, invoices, letters and statements
- Disseminating memos, reports and other information to relevant colleagues
Job Requirements
Requirements and skills
- Proven experience as executive secretary or similar administrative role
- Proficient in MS Office and “back-office” software (e.g. ERP)
- In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
- Familiarity with basic research methods and reporting techniques
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality
